Administrative Assistant

Job Posting Organization:
The position is located within the United Nations Office of the High Commissioner for Human Rights (OHCHR), which is dedicated to promoting and protecting human rights globally. Established in 1993, OHCHR operates in various countries, working to ensure that human rights are upheld and respected. The organization employs a diverse workforce and engages in numerous initiatives aimed at addressing human rights violations and promoting fundamental freedoms. The OHCHR is committed to fostering a culture of respect and inclusivity, ensuring that all individuals can enjoy their rights without discrimination.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Finance and Administration Officer by managing various administrative functions within the office. This position involves overseeing human resource activities, including recruitment, performance appraisal, and training, ensuring compliance with UN rules and procedures. The Administrative Assistant will also assist in budget preparation, monitor expenditures, and prepare financial reports. Additionally, the role requires coordination with service units and internal team members to facilitate smooth operations. The successful candidate will be expected to manage events, workshops, and field visits, ensuring all logistical arrangements are in place. This position is vital for maintaining the efficiency and effectiveness of the office's administrative functions, contributing to the overall mission of the OHCHR.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: initiating and processing human resource actions, responding to inquiries from non-staff and consultants, maintaining vacancy announcement files, monitoring staffing tables, and preparing statistical data. In terms of budget and finance, the assistant will assist in preparing financial proposals, monitoring expenditures, and preparing budget performance reports. General administrative duties include drafting correspondence, coordinating with service units, managing event logistics, and ensuring compliance with UN regulations. The role also involves contract administration, including auditing contractor invoices and processing payments. The Administrative Assistant may guide and train junior staff and assist in data collection and analysis for reporting purposes.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Additionally, at least one year of experience working with Enterprise Resource Planning (ERP) systems, such as Umoja, is mandatory. Candidates should demonstrate professionalism, accountability, and strong organizational skills, with the ability to manage multiple tasks effectively.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. While specific job-related qualifications are not detailed, candidates with higher education degrees may have an advantage in the selection process, particularly those with degrees in business administration, finance, or human resources.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. This experience is crucial for understanding the complexities of UN administrative processes and ensuring compliance with organizational regulations. Candidates with a first-level university degree or higher may qualify with five years of experience, highlighting the importance of educational background in reducing the experience requirement.

Languages:
For this position, proficiency in English is required, with a minimum UN Level III for reading, writing, listening, and speaking. Additionally, proficiency in Romanian and Russian is also required at the same level. Candidates with knowledge of Bulgarian, Ukrainian, or Romany are considered desirable, although not mandatory. The ability to communicate effectively in these languages is essential for collaboration within the UN and with external stakeholders.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Moldova. The appointment is fixed-term and may be extended based on the availability of funds and the extension of the mandate. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN emphasizes the importance of diversity and inclusivity in its hiring practices, ensuring that all candidates are considered based on their qualifications and organizational needs.